What Is the Difference Between a Template, a Completed Framework, and a Signed Document?

Published September 23, 2026 · 2 minute read

An unsigned template is a structure with blanks. A completed framework is that structure with every blank filled by the practice. A signed practice document is a completed framework that has been reviewed and signed by the accountable people and carries a revision number and date. Only the third should be treated as the practice's policy.

Why the distinction matters

Downloaded templates, filled drafts, and signed policies can look almost identical in a binder. Staff may follow a template that was never completed, or a draft that was never reviewed. A reviewer asking for the practice's protocol wants the signed version, and so does anyone relying on it during an event.

The template state

A template contains structure, sequence, and field labels. Its blanks mark where decisions belong. In this state it is not practice guidance. It should be labeled as a template and kept out of the working binder.

The completed state

A completed framework has every blank filled by the practice, with clinical fields completed by the accountable prescriber where required. It is ready for review but not yet in force. Label it as a draft with a revision number.

The signed state

After review and signature, the document goes into use. The signature applies to that revision only. A later edit returns the document to the completed state until it is signed again.

What to record

• Current state: template, completed, signed
• Revision number
• Who completed the blanks, with date
• Reviewer and review date
• Signer and signature date
• Date placed into use
• Superseded revision and retirement date

The verification method is in How to Verify What Your State Actually Requires. Track document states across the practice with the policy ownership record.